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HomeMy WebLinkAboutCCAgen_09July22CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA July 22, 2009 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: LINDSTROM ____ HARRIS ____ KUETTEL ____ LONG ____ MERCER-TAYLOR ____ MILLER ____ C. PRESENTATIONS: Kris Sanda, Metropolitan Council District 10 Representative D. APPROVAL OF MINUTES: June 24, 2009 E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through 7/15/09: $247,624.44 Payroll through 7/13/09: $37,532.24 2. City License Renewals 3. Establish a Parking Lot Infrastructure Capital Fund for City Hall Parking Lot Improvements 4. Audit Firm for 2009, 2010 and 2011 5. 2009 Special Event Monetary Donations G: POLICY ITEMS 1. 2009 Employee Pay Adjustments 2. Adoption of the 2010 City Council Goals 3. Emergency Well Repair-2009 Pavement Management Program -ADDENDUM H. INFORMATION/ANNOUNCEMENTS: I. COMMUNITY FORUM: J. ADJOURNMENT: If you have a disability and need accommodation in order to attend this meeting, please notify City Hall 48 hours i?n advance between the hours of 8:00 a.m. and 4:30 p.m. at 651-792-7600. We will be happy to help. CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA June 24, 2009 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: LINDSTROM __X__ HARRIS __AB__ KUETTEL __X__ LONG __X__ MERCER-TAYLOR __X__ MILLER _X___ C. PRESENTATIONS: D. APPROVAL OF MINUTES: June 10, 2009 APPROVED F. PUBLIC HEARINGS: F. CONSENT AGENDA: LONG MOVED APPROVAL 4-0 1. General Disbursements through 6/18/09: $63,340.25 Payroll through 6/12/09: $16,542.02 G: POLICY ITEMS 1. Resolution 09-05 adopting the Falcon Heights 2030 Comprehensive Plan KUETTEL MOVED APPROVAL 4-0 2. Ordinance Relating to Illicit Discharge Into City Storm Sewer System LONG MOVED APPROVAL 4-0AS AMENDED. K. INFORMATION/ANNOUNCEMENTS: L. COMMUNITY FORUM: M. ADJOURNMENT: ADJORNED AT 7:37PM CONSENT F1 7/22/09 ITEM: General Disbursements and Payroll SUBMITTED BY: Roland Olson, Finance Director REVIEWED BY: Justin Miller, City Administrator EXPLANATION: General Disbursements through 7/15/09: $247,624.44 Payroll through 7/13/09: $37,532.24 ATTACHMENTS: General disbursements and payroll ACTION REQUESTED: Approval CONSENT F2 7/22/09 ITEM: City License Renewals SUBMITTED BY: Lisa Abernathy -Deputy Clerk The following individuals have applied for a Mechanical Contractors License for 2009. Staff has received the necessary documents for licensure. ? Ridler Plumbing and Heating Co. Inc. ? Pronto Heating & Air Conditioning The Following individuals have applied for a Tree Trimmers License for 2009. Staff has received the necessary documents for licensure. ? Morgan’s Tree Service. CONSENT F3 07/22/09 ITEM : Establish a Parking Lot Infrastructure Capital Fund for City Hall Parking Lot Improvements SUBMITTED: Roland O. Olson, Finance Director REVIEWED BY: Justin Miller, City Administrator Matt Mayer, CPA, Kern DeWenter, Viere, Ltd EXPLANATION: The 2009 budget includes the city hall parking lot improvements and is listed in the Infrastructure Fund (419) at an estimated cost of $230,000. The project consists of pervious pavement, rain gardens, and additional parking pavement improvements. The funding sources for this project are from three different sources: a grant from the Capital Region Watershed District, a grant from the Ramsey Conservation District, and city funds. When grants are received, it is especially important to match the grant expenditures to the grant revenues. Staff requests the establishment of a Parking Lot Infrastructure Fund to help facilitate this accounting requirement. Budgeted line items should be established for this new fund. The Infrastructure Fund already includes the $230,000 estimated cost as a capital expense, estimated grant revenue of $88,000 from the Capital Region Watershed District and a $142,000 transfer from the Storm Drainage fund. Staff recommends amending the Infrastructure Fund (419) by removing these expenditure line items and establishing new revenue and expenditure line items for the new Parking Lot Infrastructure Capital Fund. Infrastructure Capital Fund (419) Remove Revenue items: 33433 Watershed District Grant $88,000 39200 Transfer $142,000 Remove Expenditure item: 92003 City Hall Parking Lot $230,000 Parking Lot Infrastructure Capital Fund Set up the new budget line items for the Parking Lot Infrastructure Capital Fund 33433 Watershed District Grant $ 76,000 33435 Ramsey Conservation District $12,000 39200 Transfer $142,000 Set up new budget line items for various Expenditure line items: 80100 Engineering $30,000 92030 Pervious pavement $75,000 92040 Rain Gardens $22,000 92060 Parking Lot $98,000 $230,000 Since this fund would be closed out at the end of the year when the project is completed, staff recommends that the total of the transfer from the Storm Drainage Fund be only the amount that is necessary to fund the remaining expenses after receipt of the grant funds. ACTION REQUESTED: Establish a new Parking Lot Infrastructure capital fund and approve the new budget line items. Amend the Infrastructure Fund to remove the budgeted line items for the city hall parking lot. Approve the transfer of funds from the Storm Drainage Fund be the amount necessary to close out this new parking lot capital fund after the grant funds have been received. CONSENT F4 7/22/09 ITEM: Audit Firm for 2009, 2010, and 2011. SUBMITTED BY: Roland Olson, Finance Director REVIEWED BY: Justin Miller, City Administrator EXPLANATION/DESCRIPTION: Our auditing firm Kern, DeWenter, Viere, Ltd has made a proposal for auditing services for the years 2009, 2010, and 2011. Falcon Heights has consistently received excellent professional service from Kern DeWenter, Viere not only in regards to auditing services but in regards to all other accounting services offered. Their fees have consistently been lower than their competitors. As situations or accounting questions arise during the year it is very important to get answers when needed and also get them as economically as possible. Some auditing firms bill their clients whenever they are contacted for advice on any issues. Kern, DeWenter, Viere does NOT bill us when these situations occur. If a special project comes up where their services are needed then a separate cost will be proposed to the city. These fees are also fairly priced. The cost of the 2008 audit was $18,000. For the year, 2009, the proposal reflects NO price increase over the 2008 audit cost of $18,000. For the year 2010, there is proposed a $500 increase over year 2009. Cost to be $18,500. For the year 2011, there is proposed a $500 increase over year 2010. Cost to be $19,000. ACTION REQUESTED: Approve Kern, DeWenter, Viere, Ltd as the auditing firm for the years 2009, 2010, and 2011. CONSENT F5 7/22/09 ITEM: 2009 Special Event Monetary Donations SUBMITTED BY: Lisa Abernathy, Recreation Supervisor REVIEWED BY: Justin Miller, City Administrator Tim Pittman, Director of Parks and Public Works EXPLANATION/DESCRIPTION: Summary and action requested: In addition to the donations received at the beginning of the year for 2009’s special events, the City has received a few more donations for this year’s events. There are three levels at which the business can donate-Gold ($100+) Silver ($50-$99) and Bronze ($25-$49). The Parks and Recreation department uses the money from the local businesses to assist in purchasing the events entertainment, supplies and any other event related costs. Each business that donates money to the City is recognized on the City’s website, newsletter and at the event. ACTION REQUESTED: Accept the following additional donations for the 2009 special events from the following businesses. Gold Level-$100+ Personal Fitness System Excel Energy Silver Level-$50-$99 None Bronze Level $25-$49 Hamline-Hoyt Services POLICY G1 7/22/09 ITEM: 2009 Employee Pay Adjustments SUBMITTED BY: Justin Miller, City Administrator EXPLANATION: The 2009 City of Falcon Heights operating budget, which was approved in December 2008, included a cost of living adjustment (COLA) for all city employees in the amount of 3.5%. This number was derived from what other cities were proposing at the time of budget preparations (summer/fall 2008) and was consistent with those proposals. In January 2009, the city council began anticipating a budget shortfall due to the prospect of local government aid unallottments and the general state of the economy. In order to take a proactive approach, the city identified roughly $130,000 in revenue enhancements and expenditure cuts to prepare for any shortfall. One of these expenditure reductions was to delay implementing COLA adjustments for city employees, which meant freezing salaries at the 2008 levels. The delay was intended to postpone the decision until the legislative session was completed so we knew what the impact of LGA unallottments would be. As far as staff can tell, Falcon Heights was the first city to publicly take this action, and doing so was a responsible, proactive approach in case financial conditions substantially worsened. Unallottment of LGA did occur to the amount of $46,786, and other revenues (such as building permits, fire response fees, and conduit bonding fees) will also most likely come in under expectations, so staff anticipates a shortfall of around $60,000 -$70,000. This shortfall is not ideal, but it is much better than the $130,000 that the council originally identified earlier in the year. As a result of this smaller than expected shortfall, staff is asking the city council reexamine the COLA issue and to implement the budgeted amount effective July 1, 2009. It was estimated that the savings over a full year would be about $16,000 in the general fund (roughly $21,000 overall since some salaries are paid through enterprise funds). Since we have left three positions unfilled (deputy clerk, office assistant and summer public works laborer), implementing the increase mid-year will mean an impact to the general fund of approximately $6,000. It is highly likely that the 2010 budget will include a 0% increase in staff salaries due to levy limits and LGA unallottments. Implementing this mid-year increase will lessen the impact to city employees and will avoid two years of no salary increases. ACTION REQUESTED: Staff recommends that the Falcon Heights City Council adjust all full-time employee and paid-on-call firefighter salaries by 3.5% effective July 1, 2009. POLICY G2 7/22/09 ITEM: Adoption of 2010 City Council Goals SUBMITTED BY: Justin Miller, City Administrator EXPLANATION: Each year the city council begins the budget process by reviewing the previous year’s goals and amending them to reflect current priorities. At the July 1st city council workshop, the council began the process of developing the 2010 city goals. Attached to this report is a draft version of what was discussed at this workshop. In order to show changes, deleted items are denoted in strikethrough and new or revised items are shown in underline italics. Once these goals are formally adopted by the city council, they will be published in our normal newsletters, flyers and websites, and will be the basis for developing the 2010 city budget. ACTION REQUESTED: Staff recommends that the Falcon Heights City Council adopt the attached 2010 City of Falcon Heights goals. City of Falcon Heights 2010 Goals Additions are in underlines italics Items removed are in strikethrough Purpose: To sustain this community as a good place to live, work and visit. Goal 1: To protect the public health and safety. Strategy 1: Provide public safety services to citizens. Action Items: ? Provide a responsive, visible, police service utilizing community oriented policing model ? Provide a responsive, well-trained fire service ? Practice the emergency management plan ? Participate in Metro-wide emergency management planning, activities and exercises ? Continue to offer training to prepare volunteers to assist with disaster response ? Maintain Community Emergency Response Teams (CERT) throughout the city ? Work with other cities, agencies and institutions in Ramsey County to develop a county-wide emergency management inventory and plan ? Continue to use St. Paul for ambulance service ? Participate in the North Suburban Haz Mat Team ? Explore options for a bicycle safety program and bicycle patrols patrols ? Promote 55 Alive programs ? Conduct proactive neighborhood crime prevention meetings as needed, including outreach to Falcon Heights Elementary, group homes and senior housing buildings. ? Promote services provided by SAPD such as premise checks, vacation checks and car seat safety ? Implement Monitor and evaluate rental licensing program ? Explore administrative fines on allowable traffic offenses Strategy 2: Participate in initiatives designed to prevent crime and the need for emergency responses. Action Items: ? Promptly remove graffiti from public buildings and provide removal materials for city businesses ? Expand opportunities for using technology to improve crime watch notification ? Communicate regularly with residents about Homeland Security and the emergency management plan ? Support the work of the Neighborhood Commission and Neighborhood Liaisons ? Use traffic-calming tools including the speed monitoring trailer and warning signs ? Take steps to prevent hate crimes through the activities of the Human Rights Commission Strategy 3: Participate in early intervention programs with juveniles. Action Items: ? Support Northwest Youth and Family Services (NYFS) ? Continue referrals to NYFS through facilitating connections between NYFS and SAPD Strategy 4: Protect the public health. Action Item: ? Participate in Ramsey County public health emergency exercises ? Publicize mosquito control measures, including free tire pick-up by Metropolitan Mosquito Patrol, utilizing city council meetings newsletters and flyers and other publication methods. ? Continue education about preparing for pandemic flu in this community ? Distribute free gun locks Goal 2: To sustain and promote the assets of the city’s unique neighborhoods and tax base including commercial, residential and open space uses for present and future generations. Strategy 1: Maintain and enhance the neighborhood and community parks with updated facilities, recreation and community services. Action Items: ? Maintain community landscaping and investigate additional options ? Maintain a sound maintenance program for public facilities ? Focus on the quality, appearance, and longevity of public improvements ? Research opportunities for enhancing recreational resources at Falcon Heights Elementary School ? Support and continue to promote an Adopt-A-Park program ? Implement the Parks and Recreation Master Plan Strategy 2: Work with businesses and homeowners to maintain a functional and desirable business and residential environment. Action Items: ? Continue to review and communicate city code requirements to business and commercial property owners ? Maintain the desirability of neighborhoods through education and code enforcement ? Use non-profit organizations such as NYFS ? Communicate community standards through photos and code information on the website ? Publicize Falcon Heights businesses including the Farmer’s Market Strategy 3: Maintain the City’s infrastructure. Action Items: ? Maintain and increase the pathways ? Maintain the sanitary sewers and storm sewers ? Continue with a boulevard tree program for replacement, maintenance and expansion ? Publicize the resources available through the Housing Resource Center ? Maintain streets and alleys in accordance with the Pavement Management Plan ? Pursue residential streetlighting study ? Sponsor buckthorn removal day with University Grove neighborhood and Lauderdale ? Investigate Maintain tree protection program including efforts to minimize the impact of the Emerald Ash Borer. Strategy 4: Protect and enhance the physical land use characteristics of the community. Action Items: ? Regularly review and update zoning code as necessary ? Participate in planning discussions, and get the required planning expertise if needed to assure that University of Minnesota and State Fair land uses and future inter-government decisions do not negatively impact the City’s neighborhoods ? Expand the use of the GIS system for land use planning and maintaining information on the city’s land use and facilities ? Support environmental education programs and activities ? Complete and submit plan for 2008 Comprehensive Plan Update Strategy 5: Pursue community and economic development opportunities and business retention activities. Action Items: ? Be well informed with the necessary planning, engineering, financial and legal expertise when making land use decisions ? Offer local businesses opportunities to be included in new resident welcome packets and community activities Strategy 6: Expand pedestrian and bicycle opportunities. Action Items: ? Be an active partner in the Active Living Ramsey County! (ALRC) initiative ? Explore opportunities for trolley path in conjunction with new Bell Museum ? Complete North Suburban Connector trail project ? Participate in the 1000 Benches of Ramsey County program Strategy 7: Promote the unique assets of Falcon Heights. Action Items: ? Support the efforts to build a new Bell Museum of Natural History ? Distribute the “Fun Facts About Falcon Heights Flyer” Goal 3: To expand opportunities for the interaction and involvement of citizens of all ages in their neighborhoods and community. Strategy 1: Promote and participate in youth development. Action Items: ? Continue the Junior Leaders program ? Include youth as commission members ? Include youth in city meetings, trainings and courses ? Informally interact with youth when the opportunity arises ? Speak about local government at schools or youth related functions ? Recognize youth achievement at City Council meetings, in the newsletter, and through the Neil Kwong Youth Citizenship Awards, and the North Suburban Gavel Association ? Promote awareness of the Cable Commission scholarships and internships ? Encourage student participation in City Council Meetings ? Participate in the Kids Voting Program at precincts one and two through the Roseville Rotary Club ? Conduct a council meeting with students ? Contact RAMS or RAHS to solicit youth commission members Strategy 2: Host community/neighborhood events and activities. Action Items: ? Sponsor Annual Ice Cream Social ? Sponsor Winterfest ? Sponsor the Falcon Heights/Lauderdale 5K Fun Run ? Encourage neighborhood gatherings ? Support the Neighborhood Block Parties and National Night Out activities ? Support the Fire Department/Public Safety Open House ? Encourage volunteers to be involved in community planning activities ? Hold an annual food drive in conjunction with Falcon Heights Elementary School and other community partners ? Review and explore existing and additional city sponsored events Strategy 3: Explore, create and provide an array of recreation programming. Action Item: ? Provide recreation programming for all age groups ? Provide referrals for alternate programming ? Manage recreation programming on a seasonal basis ? Provide space for and promote the Falconeers Senior program ? Promote recreation scholarships and the Friends of the Park program Strategy 4: Encourage citizens to participate in city government. Action Items: ? Promote resident participation ? Continue to web-stream televised council and planning commission meetings ? Promote, recruit, and publicize citizen participation in city commissions and task forces Strategy 5: Build stronger community and neighborhood connections. Action Items: ? Distribute the “Welcome to Falcon Heights” booklet ? Support and promote the Neighborhood Liaison Program ? Use conflict resolution resources for neighbors to use in resolving neighborhood conflicts ? Send out Produce three newsletters per year ? Distribute monthly Falcon Flyer and post post to city website ? Support and expand the city’s website ? Promote and support the AARP Tax Assistance Program ? Continue implementation of “Aging-In-Place” in the City, including promotion of services such as NYFS senior chore program, meals on wheels, and block nurse programs. Strategy 6: Maintain and promote our commitment to human rights and diversity. Action Items: ? Promote diversity on our commissions ? Support the work of the Falcon Heights Human Rights Commission Goal 4: To provide a responsive and effective city government. Strategy 1: Communicate promptly and clearly with citizens, business owners and institutional representatives by anticipating information needs and quickly responding to questions. Action Items: ? Provide a photo of new staff members and a description of jobs in the newsletter ? Publish a summary of the goals in the City’s newsletter and on the website ? Educate residents about the property tax ? Hold a Truth in Taxation Hearing annually Strategy 2: Maintain collaborative relationships with other entities. Action Items: ? Participate in the U of M Campus/Community Advisory Committee and on the Stadium Area Advisory Group ? Maintain regular communication with the University of Minnesota, the Metropolitan Council, Ramsey County, the Minnesota State Fair, the Capital Region Watershed District, Rice Creek Watershed District, the cities surrounding Falcon Heights, and the State of Minnesota ? Convey city goals to the City’s representatives at the legislature, the Metropolitan Council and the County, as well as to neighboring communities ? Met Council presentation at future council meeting ? Participate in Northwest Youth and Family Service, North Suburban Communications Commission and CTV15, the Ramsey County League of Local Governments, and the Regional Council of Mayors ? Encourage Council members and staff to participate in service and professional organizations Strategy 3: Effectively manage the City’s consulting and personnel resources. Action Items: ? Evaluate the performance and work assignments of City employees through annual performance reviews ? Provide employees with affordable resources they require to efficiently and effectively do their jobs, including a training plan and technology resources ? Provide adequate funds for personnel, equipment and contractors to maintain the City’s infrastructure, facilities, public spaces and public improvements ? Evaluate and review consultants’ performances and fees ? Retain highly skilled and high-functioning employees ? Provide salaries and benefits that are competitive with cities of a similar size, scale, and scope Strategy 4: Effectively manage the city’s financial resources. Action Items: ? Update and provide a well-researched five year capital improvement program ? Review and adjust fees and policies as part of the annual budgeting process ? Research and pursue new revenue sources, including grants ? Pursue conduit bonding opportunities ? Review and evaluate the City’s long term financial needs and the City’s current and future financial resources to meet these needs ? Continue to research and pursue new opportunities for reducing expenses by using more contracts and joint powers agreements to share equipment, personnel, and technology with other levels of government ? Maintain a contingency fund to be prepared for unexpected, but necessary, expenditures ? Retain highly skilled and high functioning employees ? Continue to meet the standards for the GFOA Award for Excellence in Financial Reporting Strategy 5: Develop and expand an e-mail capability to communicate with residents Action Items: ? Solicit e-mail addresses through the Falcon Flyer and newsletter, at the front desk, on the City website, and at community events ? Solicit new resident e-mail addresses ? Provide critical information in a timely manner utilizing city’s list serv ? Continue use of social networking sites such as Twitter and Facebook Strategy 6: Expand the capability to conduct any city-to-resident transaction online Goal 5: Provide for a clean, healthy, sustainable environment. Strategy 1: Undertake efforts to maximize recycling. Action Items: ? Research an incentive program to encourage recycling ? Conduct rain barrel workshop for city residents ? Conduct city-wide energy fair Strategy 2: Consider environmental benefits in city purchasing. Action Items: ? Consider environmentally-friendly options in city vehicles and public works ? Change to energy-efficient, compact light bulbs Strategy 3: Continue support of Community Garden. Action Items: ? Continue publicity in newsletter, on website, and in the Falcon Flyer Strategy 4: Create an inventory of greenhouse/global warming emissions. ? Conduct comprehensive review of the city’s carbon output, including identifying steps to reduce the overall carbon footprint of the city. ADDENDUM 7/22/09 ITEM: Emergency Well Repair – 2009 Pavement Management Program SUBMITTED BY: Justin Miller, City Administrator EXPLANATION: During excavation of Maple Knoll Drive for the water main replacement associated with the 2009 street projects, a 265’ deep abandoned well was found underneath the street. Once this well was found, it was determined that it had not been properly capped and sealed, as is required. The contractors were able to work around the well to complete other portions of the project, but before the street could be returned to a state where paving could commence, the well needed to be properly capped and sealed. The city hired Mork Well Co. Inc. to perform this task, but the invoice totaled $6,187.00. City council approval is required since this is over $5,000. The city will be requesting that St. Paul Regional Water Services reimburse us for this cost, as we believe that it is a part of the water main replacement project, not the mill and overlay project that the city is responsible for. ACTION REQUESTED: Staff recommends that the Falcon Heights City Council approve payment in the amount of $6,187 to Mork Well Co. Inc. for services relating to the 2009 pavement management program.